There are days when you have to face that monster behind the screen. EHR replacement can be a significant challenge for any healthcare executive or IT administrator. The reasons vary—from performance issues to software being discontinued by the vendor.

Seeking the right EMR software solution to overcome these problems is becoming more difficult as companies innovate and evolve to meet the demands of an increasingly complex healthcare environment. The whirlwind of options can be confusing as you seek the best EHR software to improve physician productivity, financial outcomes, and patient satisfaction.The following tips will help you find the solution you need to achieve your organization’s goals.

Start your search for a new EHR vendor with these steps

Here are the top recommendations for choosing an EHR vendor to make this change something you only have to do once.

Step 1: Develop a Request for Proposal (RFP)

An RFP allows you to compare potential partners. It provides a framework for providing detailed information about your practice and listing specific requirements. It’s well worth the effort in making sure prospective vendors have guidelines to prepare a proposal that clearly addresses your needs.

Step 2: Give them a wish list

A wish list of key features, functions, and reporting needs gives prospective vendors a full picture of what you expect from a partner. When they respond, you’ll have a better understanding of how their services will fulfill your goals.

Step 3: Research, research, and more research

Go online to read blogs, customer comments, and third-party review sites. Talk with your clinicians and staff to get more details about what works and doesn’t work with the current EHR system. Reach out to peers in professional organizations to learn more from their experiences.

Step 4: Go beyond the sales pitch and get to know the vendor

An EHR solution goes beyond the software. EHR replacement involves the personalities that you’ll be working with on a regular basis. You need to take time to get to know the vendors and make sure they’ll be a good fit for your practice.

Have questions ready

Similar to how a business develops interview questions for to ask a candidate for an important position, your practice needs to prepare a list of specific questions for your potential EHR partner. Here are a few questions to consider:

Does the EHR provide robust, specialty content out of the box?

Will the partner be able to meet the demands as my practice grows?

Does the EHR vendor offer the full end-to-end solution from when the patient arrives to when the payment is collected?

Does the EHR vendor ensure a true continuum of care?

A partnership built on trust every step of the way

Switching to the right EHR software to yield better results requires a partner you can trust. Managing the complexity and difficulty in keeping up with workflow demand is possible with a partner who will be there every step of the way. It’s essential that they share the same amount of passion and commitment you have in serving your clinicians, staff, and patients.

August 15, 2018 - Health IT consultants are reaping significant financial rewards as provider organizations seek to bulk up their population health management technologies and big data analytics toolkits, according to a new survey from Black Book Market Research.

As pressure to engage in data-driven value-based care initiatives increases, healthcare organizations are likely to spend close to $53 billion in 2018 on consultants who can provide specialized project management expertise and technical aid for health IT optimization.

Around 64 percent of that market opportunity, or just under $30 billion, will center on the implementation, optimization, and integration of health IT systems that can support cost reductions and quality improvements, the survey of more than 1500 respondents indicated.

Hospitals, health systems, payers, pharmaceutical developers, and physician groups are all turning to consultants in droves due to widespread organizational challenges.

Eighty-one percent of respondents said that consultant contracts can help them cope with the lack of highly skilled IT professionals, while 74 percent are looking for support as cloud technology becomes more common in the healthcare environment.

More than 60 percent of organizations are looking for help optimizing their electronic health records (EHRs) and revenue cycle management (RCM) technologies, while 46 percent plan to supplement their technology training and implementation capabilities in 2019.

Value-based care, including population health management tools and strategies, is top of mind of 39 percent of respondents. Thirty-one percent are looking to improve their big data analytics and clinical decision support competencies.

A third of organizations are hoping to leverage consultants to help them work through compliance issues, as well, while 37 percent are interested in expanding their cloud infrastructure.

Cybersecurity, interoperability, and consumer-facing initiatives were less pressing but still of interest to participating providers.

Provider groups, payers, and health systems aren’t the only ones looking to leverage technology to streamline operations and create efficiencies.

Consultants, too, are shifting from traditional methods of deploying a specialist for an intensive project to using technology to automate processes and collaborate more efficiently, said Doug Brown, Founder of Black Book.

Organizations are also willing to take advice from experts with deep experience in niche problem-solving, and are likely to engage a number of different boutique firms that will be asked to work together to solve business problems.

Eighty-four percent of respondents said they will be taking a pick-and-mix approach to contracting with consultants.

“There is an accelerating trend away from one large consulting group retained to execute a substantial project for a health system client wherein 2019 we will see more arrangements where healthcare clients press multiple consultants and advisory firms to collaborate on project engagements,” said Brown.

“With the expanded network of knowledge, clients can gain their desired insights, and the relationships between the different consultants are mutually beneficial.”

For organizations that prefer one-stop shopping, Black Book identified eight comprehensive consulting firms that scored at least 9 out of 10 on all 20 key performance indicators monitored by the group, including technical support, optimization and implementation skills, system selection advice, and planning and analytics.

The survey supports the results of a previous Black Book poll from May of 2018 that also tracked a significant uptick in reliance on outsourcing and consultants among physician groups.

At the time, more than two-thirds of physician groups with ten or more members were planning to hire a consultant by the middle of 2019, closely mirroring the interest outlined in the latest assessment.

A whopping 93 percent of the physician executives participating in the May survey admitted that they needed external help because their organizations lacked a strategic value-based care transition plan.

Less than 7 percent had started the process of choosing the health IT and analytics tools that would equip them for success with population health and revenue cycle improvements.

The lackluster preparedness landscape may be worrisome for providers, but it is good news for consultants looking to take advantage of multimillion-dollar opportunities to set organizations on the path to population health management, mature analytics architecture, and financial success with value-based care.

Provider, payer, and developer organizations that find themselves behind the value-based care curve will have ample opportunities to take advantage of consultants in a rapidly expanding market for specialist health IT skills.

Everyone knows that routine maintenance is required to keep a home, car, or even a person in good shape and performing well. The same is true in regards to our electronic health records (EHR). To meet the requirements and capitalize on the benefits of meaningful use, the US market has seen an unprecedented amount of EHR implementations. However, many organizations aren’t seeing the expected benefits. Factors such as rushed, system-focused implementations, lack of standardization or focus on workflows, end-user and physician dissatisfaction, high ticket, and request volumes, and/or sub-optimal training are major drivers for optimization needs. Routine maintenance and pro-active EHR optimization are a constant and ongoing necessity and should be treated that way from a planning, budgeting and prioritization perspective. Here are some key areas to consider in a post-EHR go live world.

Thorough Assessment, Prioritization, and Management of Current Issues and Complaints

Most organizations use a ticketing system to log EHR issues. Following an EHR activation, ticket volumes often increase to the point where an organization cannot manage the volume and cannot differentiate priority issues from common, organizational issues. This is exacerbated by the constant “pull” of resources that are now needed for other organizational objectives and projects.

The truth is, your EHR “project” doesn’t go away when the system goes live. Rather, a program management organization, complete with an integrated Governance structure, must remain to manage upgrades, maintenance, and optimization. A great first step is understanding issues and prioritizing ongoing efforts for your teams and your organization. A thorough review, cleanup, validation, and categorization of all issues should be conducted. This requires the establishment and ongoing execution of a ticket intake and review process that identifies the priority and necessity, understands the source of the problem (e.g., user proficiency, workflow inefficiency, build defects) and reconciles that against the objectives of the organization. It is critical to include operational and clinical leaders in this process and often requires time for interviewing and even shadowing clinical and operational users to fully understand and accurately document issues.

Categorizing, Prioritizing, Integrating and Approving Effort

Most issues can be categorized into four areas:

Break/FixBreak/fix are issues with the software functionality that need to be fixed by either the IT analysts or vendor.

System EnhancementEnhancement issues pertain to desired functionality that is either not yet developed by the vendor or not yet implemented by the IT department.

WorkflowWorkflow issues arise when a process or procedure is inefficient.

TrainingTraining issues occur when the system is functioning as designed but the end user is unaware of how to use it properly. Training may also be needed to teach advanced functionality.

After categorization, issues should be prioritized. The prioritization process should be carried out through the Program Management and Governance structure and is typically not simply an “IT” process. Understanding the issues and requests, prioritizing them against the organizational objectives and then including them in the ongoing capital and operating plans allows adequate focus, funding, and validation for the work. This may be simple and quick – break/fix items, refresher training, etc. However, the focus may be more complex and cross multiple areas of the organization – new system functionality, upgrades, workflow redesign, etc. The latter often requires the organization to move back into “project mode” with a detailed timeline, project plan and in some cases, capital funding.

Optimization Implementation and Ongoing Maintenance

Now that a structure is in place, resources are adequately funded and work is prioritized, the organization can move forward knowing that the EHR can be properly maintained, but also leveraged for its true functionality. There will be many moving parts that may involve system configuration, system upgrades, workflow redesign, and end user training. Having a dedicated optimization team and project manager that interacts and coordinates with the key operational and clinical leaders is key to ensuring success, but also aides in optimizing an EHR solution that supports the organization’s objectives as well as the patient experience.

Optimum Healthcare IT provides optimization services that are customized to meet our client’s needs whether a full assessment and plan are needed or just hands on resources. An example of our streamlined methodology is shown below:

Machine learning is a promising domain that has positively impacted many industries and now healthcare is witnessing its powerful emergence. The progress of Artificial Intelligence-based technology, along with other advances in EHRs is bringing a new wave of interest in how this latest technology is going to change the shape of health and healthcare. EHR platforms are at the forefront of using artificial intelligence within the healthcare arena. This is because of the widespread use of EHR software and the capability of EHR software to categorically store real-time patient data. These data sets can be used by artificial intelligence to make predictions and suggestions for the future.

This fast-growing digitalization has created major opportunities for the use of artificial intelligence. Industry experts and innovators see the potential and continue to gradually improve AI-based features within updated EHR systems. The widespread use of this digital health data advances health outcomes and there is no doubt it will eventually reshape the healthcare industry. Let’s have a look at some more unique benefits.

Benefits of Using AI Technology in EHR Software

Better Diagnosis & Treatment

Newly developed AI diagnostic systems can help providers diagnose and treat different diseases. This advanced system uses the historical data and patient symptoms to predict future illness. EHRs are more intelligent now and can suggest the high paying CPT codes for the identified disease so providers can maximize their earning potential as well. In the future, this AI-based diagnostics system could possibly even lead to self-diagnosis tools and treatment facilities for common diseases.

Reduces Human Error

talkEHR is a good example of a self-learning electronic health record system that comes with an integrated medical voice assistant named “Allison”. This intelligent voice assistant lets you talk with your EHR, and performs the requested functions you tell her to. This saves charting time and reduces human errors. Also, the longer you use the system, the more this self-learning software is able to provide you with an improved, personalized experience.

Cost-Efficient

Artificial intelligence based EHR software automate the normal workflow of medical practices and, to some extent, eliminate the need for additional support staff. Auto reminder calls, appointment scheduling, and other task automations are improving the workflow of medical practices, as well as reducing overhead expenses.

Better Medical Imaging Analysis

Artificial intelligence-assisted medical imaging analysis is much better than a manual one. It analyzes and compares the cell structures and also tissue segmentation to identify disease and suggest treatment.

Improves Productivity

AI-based EHRs improve the productivity of medical practices as they significantly reduce the administrative complexity, clinical waste, malpractice likelihood, and help to save the staff time they would otherwise spend on repetitive tasks.

Healthcare facilities are making necessary investments in AI-based EHR development, and over time, the AI algorithms will continue to improve and fully transform the healthcare industry. How closely will this transformation resemble the vision of medical futurists? We look forward to seeing how it takes shape. Feel free to share your thoughts in the comment box below!

Prescription drug prices often vary significantly across pharmacies, making it difficult for a patient to select the least costly option. To address this problem, Kareo has integrated its clinical EHR with with prescription and drug savings provider GoodRx to present real-time cost comparisons between local pharmacies during e-prescribing while also delivering money-saving coupons. With KaroRx Saver, independent physicians can directly and instantly help lower the cost of care for their patients when prescribing medication.

Prescription drug prices often vary significantly across pharmacies, making it difficult for a patient to select the least costly option. To address this problem, Kareo has integrated its clinical EHR with with prescription and drug savings provider GoodRx to present real-time cost comparisons between local pharmacies during e-prescribing while also delivering money-saving coupons. With KaroRx Saver, independent physicians can directly and instantly help lower the cost of care for their patients when prescribing medication.

EHR data conversion is the process of moving patient data from legacy EHR system to a new EHR system. While automated EHR data conversion seems like a complex affair, it doesn’t have to be. When an experienced vendor partners with strong internal leadership, the data conversion will follow a proven, 5-step process, and the data will undergo a failsafe ETL.

Why Change EHR?

Healthcare providers are expected to document patient encounters. Traditionally, this documentation has been completed on paper and stored in file cabinets. However, the last decade has seen significant growth in provider adoption of Electronic Health Records (EHRs). The combination of government incentives, advances in technology, and improved outcomes and operations have fueled this growth.

While EHR adoption has increased, so too has the need to change systems while maintaining the access to and integrity of patient health information. Healthcare administrators point to provider dissatisfaction and mergers and acquisitions as the primary contributors for changing EHR providers within their organization. In preparing for the implementation of a new EHR, healthcare organizations have been grappling with how to handle the data in the legacy systems.

What is EHR Data Conversion?

In response to this challenge, many healthcare organizations are turning to automated EHR data conversion to maintain data integrity. An automated ETL (Extract, Transform, Load) process avoids risks related to data manipulation, because not a single patient record is touched.

In an automated conversion, source values are extracted from both the legacy (source) system and new (target) system to create a conversion map. That map is entered into a conversion utility software. Data from the legacy system is run through the conversion utility and transformed to meet the needs of the new system. While it is being transformed, the conversion utility is monitoring for errors and estimated completion. After the data has met the standards, it is then loaded into the new system.

The process of an automated EHR data conversion may seem like a complicated and difficult undertaking. It doesn’t have to be when it is handled by an experienced vendor working with strong internal leadershipundergoing a recognized data conversion process.

5 Steps to EHR Data Conversion

1. Discovery

During the discovery phase of the process, the healthcare organization team will play a large role. An EHR vendor will ask internal IT staff to extract all data from the current system. Working together with an internal designated leader, IT staff, and Physicians Advisory Committee (PAC), the data conversion vendor will work to identify how much data is available, what data needs to be converted, and the accuracy of the legacy data.

2. Scope Definition

The scope definition phase of the process is the point at which both parties come to an agreement on which portions of the data need to be converted, the method of the conversion, and the prioritization of the data. During this time, the two teams should schedule time to review the records, format them to meet the new formatting requirements, and set the processes to updated record fields not available in the conversion.

3. Testing

Once the scope has been fully defined, and the formatting requirements are completely understood, the primary responsibility of the conversion then shifts to the vendor. Based on the input gathered during the scope definition step, the data architects working for the vendor will map the data fields and formatting from the old system to equivalent data fields and formatting in the new systems. After the map has been created, the data architects upload the test conversion data to a testing site.

4. Validation

This step is a shared responsibility between the healthcare organization and EHR data conversion vendor. Once the data has been loaded to the test site, the data architects validate the data. Then the healthcare organization leaders review the content, validate the records, and sign off on the final data set. This step may require several cycles. However, it is imperative for the success of the conversion.

5. Migration

Once the data has been validated, the vendor will executive the final migration. While the data is migrating, the vendor’s conversion utility should be monitoring total errors, parsing errors, mapping misses, percent complete, date/time to finish, and success rate. When all the data is converted and migrated to the new system, the healthcare organization will go live!

Throughout the EHR data conversion process, healthcare organizations are tasked with making important, and often tough, decisions about how to handle data, the methods of conversion, and data prioritization. It is important that healthcare organizations plan ahead, schedule the necessary time, and work closely with EHR data conversion vendors who are well versed in the each step of the process.

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